There are several common files that must be present in a commercial filing system. Below are the basics from a home office or small business perspective. Depending on the nature of your business, these can be general or specific to you, but you can customize the following information to suit your business. Remember to use the KISS – Keep It Simple Sweetheart principle. You don’t need to invest in a complicated and expensive system to host just a few files. The information contained in your files should only take 30 seconds to find. Customize your system to work for your business and work style. Keep the files you use most often close to your desk. Put compressed files or files that you don’t use often in another location.

You’ll notice that some file titles appear to be repeated, such as Websites in Marketing and Domain Names in Expenses. The distinction here is that you would put items related to website content and design in the Marketing file and invoices for hosting and domain name registration in Expenses.

Clients/Patients/Clients

or Surname, Name

or contact information

o Personal information (if required)

o Projects – Ongoing (if necessary)

o Projects – Completed (if necessary)

directories

o Business Guides of the local Chambers of Commerce

o Provider directories

o Business Directories

Bills

or Accounting

or Advertising

o Business licenses, fees (government fees, local and provincial/state fees)

oComputer

o Computer equipment – hardware (printer, scanner, PDA, mouse, router, microphone, speakers, etc.)

o Consulting services (business coach, organization coach)

o Contracted Services (virtual assistant, subcontractors, cleaners, etc.)

or domain names

o Employee benefits (medical/dental, insurance, RRSP, 401K, etc.)

o Insurance – business/office property

o Insurance – professional liability

o Interest and Bank Charges

or Legal

oLibrary

o Maintenance and repairs (or lease improvements if you rent)

o Meals and Entertainment

o Office equipment (phones, fax machine, calculators, shredder, etc.)

o Office furniture (desks, chairs, lamps, radio, bookcases, etc.)

o Office supplies (stationery, pens, labels, file folders, etc.)

or Mail/Mail

or property taxes

oTravel

or Utilities

or cell phone

Telephone

or fax line

or internet connection

o Heating/Lighting

or Rent

o Vehicle expenses

Gas

o Repairs and Maintenance

or insurance

Education and Professional Development

o Include any courses you take that are related to the business, including seminar information, conference information, online courses, continuing education courses, staff development courses, etc.

Financial

o Accounts Payable – Current

o Accounts Receivable – Current

o Accounts receivable – 30-60 days

o Accounts receivable – 60-90 days

o Accounts receivable – 90-120 days

o Accounts Receivable – In Collection

o Balances – Monthly

o Monthly statements from banks or credit unions (store only 1 year on active file/retain up to 10 years, depending on federal/provincial/state laws)

o Bank loans (original loan documents, interest rates, amount borrowed, payment terms, etc.)

o Capital cost allocation information (Canada only)

o Corporate/business tax returns (retain up to 10 years, depending on federal/provincial/state laws)

o Credit card statements

o GST/HST forms (Canada only)

o Income Statements – Monthly/Annual

o Payroll and Tax Records

o State tax breaks

o Tax forms

Inventory

o Inventory count

or by product name/number

o Invoices/Account Statements

or by provider name

or then ordered by invoice number

or Providers

or listed alphabetically

or order/contact information on front of file

Marketing

o Advertising – Printing

o Advertising – Radio

o Advertising – Television

o Advertising – Website

o Advertising – Internet

o Articles of Interest

o Business Plan (review annually – archive old copies)

o Information Packet (about your business)

or press releases

o Information on trade fairs

memberships

o Professional/trade organizations to which you belong

o Boards served

personal files

o Each employee by Surname, First Name

o resume/application form, tax forms (Canada – TD1), payroll records, benefits package information (medical/dental, RRSP, 401k, etc.)

o performance reviews/evaluations, disciplinary information, company-provided education record, etc.

o Salary/wage rate record and raise notes, direct deposit information (if providing EFT)

o Miscellaneous tax forms

oProcedures Manual

o Resumes/Applications on file for six months

o Employment Registration Forms